Administrative Officer Job at Veterans Affairs, Veterans Health Administration i

Summary This position is in the Education Service at the Central Virginia VA Health Care System (CVHCS) in the Veterans Integrated Service Network 6 (VISN 6). This position reports directly the Associate Chief of Staff for Education (ACOSE). The purpose of this position is to provide complex administrative and management services essential to the operation and direction of the Education Service. This is a GS-9, target GS-11 position. Responsibilities Major duties and responsibilities include but are not limited to: Health Professions Training and Staff Development Programs Administrative Management and Implementation Provides for the overall administrative and program management for the service. This may include interpreting administrative policies, developing and/or implementing national or local policies, defining administrative requirements, and/or providing advice to top management on related issues. Responsible for SharePoint content, forms, and processes. Responsible for Medical Center Policies (MCPs), Standard Operating Procedures (SOPs), Service Handbooks and Manuals that have widespread impact and affect multiple Services and Sections within CVHCS and may delegate these policies to Education Service subject matter experts/program leads as advised by the ACOSE-DEO or DACOSE-DLO. This includes MCPs, policies and procedures regarding VHA's Office of Academic Affiliations (OAA), Medical Residency Programs, Associated Health Programs, Scholarship Programs, Nursing Education Programs and multiple other programs within the Education Service portfolios of staff and trainee development. Facility expert regarding these MCPs, handbooks and procedures; as such, has knowledge and expertise in the corresponding regulations of national VA, OIG, accrediting bodies and academic affiliates. Bargain at the national level regarding MCPs that require union bargaining. Provides education, training, consultation, and recommendations to CVHCS's executive team, academic affiliates, chiefs, site directors, HPTs, and medical center staff. Program Budgeting, Procurement and Financial Management Primary responsibility for ensuring the smooth functioning of all administrative processes or instituting new processes or improvements to existing ones. This includes, but is not limited to, managing all education procurements, contracts, and fund control points for the Education Service, preparing procurement requests, evaluating proposals for work, is the Contracting Officer's Representative (COR) for procurements, and maintains procurement and contracting records. Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Prepares and reviews purchase orders for supplies and non-expendable property such as equipment, to include specialized media, audiovisual, and simulation equipment, as well as other specialized equipment necessary to the effective functioning of the Education Service. Exercises authorizations for obligation and expenditures of funds. In keeping with regulatory separation of duties, when needed, the incumbent will be enabled to make authorized purchases as a purchase card holder. Personnel Management Responsible for personnel management functions including recruitment, classification, staffing, pay/leave administration, training and performing necessary research related to human resources management issues. Provides ongoing training and assistance to new and incumbent personnel regarding office policies and procedures. Advises employees on work and administrative matters. Assures that new employees are provided with necessary workspaces, equipment, information technology access, and ensures that all human resource requirements are met to facilitate smooth onboarding. Ensures audits, compliance and effectiveness/efficiency reviews of system activities and goals. When these audits reveal performance improvement opportunities or deficiencies, the incumbent determines appropriate actions and recommends solutions to the ACOSE-DEO and DACOSE-DLO. Performs other related duties as assigned. The incumbent has immediate responsibility for all non-supervisory aspects of a comprehensive personnel management program for all the sections under the Education Service. Work Schedule: Full-Time, Monday - Friday, 8:00 am - 4:30 pm (hours may vary depending on department need) Compressed/Flexible: not available Telework: More than 6 days per pay period are allowed. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD014150 and PD014140 Relocation/Recruitment Incentives: not authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/27/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-09 position you MUST have served 52 weeks at the GS-07. For a GS-11 position you MUST have served 52 weeks at the GS-09. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 to be considered for GS-9, one year of specialized experience equivalent to at least the next lower grade GS-09 to be considered for GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this Administrative Officer position. NOTE: Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for GS-9 level you must have have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B or J.D., if related. To qualify based on education for GS-11 level you must have have a Ph.D or equivalent graduate degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.B or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at the GS-9 or GS-11 level.GS-9: You must have an combination of specialized experience and education beyond 1 year above a Bachelor's Degree.GS-11: You must have an combination of specialized experience and education beyond graduate level education (in excess of the first two years or 36 semester hours). NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. Preferred Experience: Previous detail or position in a clinical or administrative service in which administrative officer functions were performed for at least four months. Experience with fund control points, budgeting, and contracting. You will be rated on the following Competencies for this position: Accountability Administration and Management Compliance Computer Skills Contract Administration Customer Service Entrepreneurship Financial Management Personnel and Human Resources Quality Management Strategic Thinking Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary and is usually accomplished while the employee is comfortably seated at a desk or table. Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.